Requisition ID: req2142
Job Title: Budget and Grants Coordinator - Education
Employment Category: Regular
Employment Type: Full-Time
Location: USA-New York, NY - HQ
Founded in 1933, the International Rescue Committee (IRC) mission is to help people whose lives and livelihoods have been shattered by conflict and disaster.
The IRC is a global leader in the education sector, delivering education programs in 22 conflict and crisis-affected countries. The Education Technical Unit (TU) assures that the IRC’s education programs are of the highest quality – contextually rooted and based on the best available evidence about what works in conflict and crisis settings.
The IRC’s Education Technical Unit seeks a Budget and Grants Coordinator to lead effective and efficient management of its financial resources. We are looking for an individual who has managed complex budgets and grants of at least $5 million; is solutions-oriented, persistent and patient in the face of recurring challenges; and is extremely detail-oriented.
The Education Budget and Grants Coordinator is responsible for supporting the Education Sr. Director, Deputy Director and TU staff in ensuring effective and efficient management of the unit operating budget and associated revenue streams.
The Coordinator will report to the Sr. Director and liaise closely with the Deputy Director and the Education Program Coordinator. S/he will also work closely with Finance and other Technical Units to ensure that the Education Technical Unit finances are managed as effectively and efficiently as possible.
Manage Education Technical Unit Operating Budget
* Create annual operating budget for Education Technical Unit; carry out quarterly budget reforecasts, solicit review and approval from Senior Director and submit budgets in accordance with IRC Finance rules and timelines;
* Prepare budget analysis reports for Senior Director and other senior leaders presenting key data and analysis of the health and risks in the Education Technical Unit operating budget; to do so, track spending and analyze unit needs/spending patterns to recommend most effective use of funding
* Notify the Senior Director of and provide recommendations for addressing any budget issues. Directly address issues with finance that are of a routine nature.
* Review expenditures on Education Technical Unit unrestricted funding sources; identify and solve spending or coding errors
* Track payments for goods and services that are paid for with Education Technical Unit funding (travel, conferences, equipment, consultants etc) and liaise with the related HQ Unit to resolve any delays or roadblocks.
Manage Revenue from Field Grants for Technical Unit Staff
* Identify and track the funding allocated from field grants for Technical Unit staff salaries; maintain accurate figures of funds available for the Technical Unit for all active field grants. Establish and lead a process for identifying allocations and assuring allocations are spent according to donor regulations and on time.
* Hold monthly meetings with Senior Director and Deputy Director to determine appropriate time and effort coverage based on field grant coverage; identify gaps in funding for specific staff members or surpluses in funding that will require additional staff positions. Update monthly a single spending plan for field grant revenue for technical support.
* Complete and lead submission of time and effort reports for unit staff on time on a monthly basis. Train and support new staff on how to use IRC’s time and effort system.
* Develop and maintain a comprehensive understanding of Education Technical Unit grants, donor compliance, budget conditions and status, and reporting schedules and requirements; keep all relevant staff apprised of reporting deadlines and requirements
* In partnership with program technical staff, develop Education Technical Unit-led grant budget proposals and budget narratives.
* Lead grant opening meetings;
* Coordinate with budget holders to create spending plans and ensure grants are entered into IRC systems
* Prepare Budget versus Actuals reports for all Education Technical Unit-managed funding sources: present clear snapshot of spending; identify risks and errors and present solutions to them
* Identify errors in spending or coding; address these with recodes or other solutions in a timely manner
* Prepare financial reports for donors of Education Technical Unit-managed grants.
Key Working Relationships:
* Position Reports to: Senior Director, Education
* Position directly supervises: N/A
* Indirect Reporting: N/A
Other Internal and/or external contacts:
* Internal: Finance; other Technical Units; regional grants staff
* College or university degree in related field; Business Administration, Management, Finance
* 3-5 years’ experience in budget or grant management, ideally in a non-profit; experience managing a budget of at least a $5 million, ideally in multiple currencies
* Excellent Microsoft Excel skills and experience with organizational information and financial systems essential
* Self-directed; able to independently set priorities; comfortable working for a supervisor who is remotely located
* Persistent and solutions-oriented: willing to work with imperfect systems and data, stay positive despite recurring problems and reach out to colleagues in constant search for new ways to solve problems
* Excellent interpersonal and oral and written communication skills; demonstrated ability to successfully work in a fast paced environment, within and across departments/functions and develop positive relationships with locally and remote based staff.
* Demonstrated track record managing sensitive and confidential financial information
* Foreign language skills advantageous (French, Arabic)
Working Environment: Standard Work Environment
The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.
IRC et les employés de IRC doivent adhérer aux valeurs et principes contenus dans le IRC WAY (normes de conduite professionnelle). Ce sont l’Intégrité, le Service, et la Responsabilité. En conformité avec ces valeurs, IRC opère et fait respecter les politiques sur la protection des bénéficiaires contre l’exploitation et les abus, la protection de l’enfant, le harcèlement sur les lieux de travail, l’intégrité financière, et les représailles.